Finance/Admin Assistant Officer at Norwegian Church Aid ('NCA')

Locations: Maiduguri, Ikom/Adikpo
Department: Finance/Admin
Reporting to: Finance Manager

Job Purpose

• The purpose of this position is to ensure adequate support to the admin and finance functions in NCA and ensuring that standards are met and followed.
• He/she will serve as key personnel to support the organization in achieving its goal and mission in their response to the humanity needs in Nigeria.

Main Duties
Financial Management:

• Responsible for maintaining the petty cash system.
• Ensure programmes have approved documents to process payments from required supervisors
• Responsible for maintaining the office finance system as delegated by finance officer and manager.
• Accurate recording of all income and expenditure of program activities.
• Ensuring full compliance with policies & procedures, particularly around cash, advances, and management of project assets.
• Ensure vendors documents are correct and facilitate immediate payment upon satisfactory completion of services.
• Available for audits and spot checks as appropriate.
• Regular reporting to supervisor as required
• Ensure fully reconciled reports detailing income and expenditure with cash and bank reconciliations.
• Participate to initiate payment through required process and as designated by finance manager.
• Closely prepare cash forecasts with program staff to identify monthly funding requirements.
• Manage office cash on a day to day basis,
• Carryout daily cash count with Head of Mission/designate.
• Maintain up to date expenditure spreadsheets
• Support the preparation of project finance reports

General Office Administration:

• Manage all paper-based correspondence coming in and out of the office
• Design systems to ensure effective use of office resources, in particular office vehicles, generator, furniture, IT equipment, software and monitor accordingly.
• Manage key relationships with service providers for internet, telephone, electricity, water, security, IT management.
• Manage the casual workers, security guards, cleaners, and any other support staff
• maintain an up-to-date registry of fixed assets closely with procurement/supply chain officer.
• Ensure that the office remains well supplied with consumables, including generator fuel, drinking water, office stationary, bathroom items etc.
• Ensure daily/regular flight booking and travel related cost for staff to perform official duties.

Human Resources:

• Ensure all staff leave records are monitored and kept up-to-date, including records for annual leave, sick leave, and time off at work.
• With the finance team, be responsible for operation of payroll for all national staff and ensure compliance with the Nigerian tax legislation and Social Security and pension related.
• Ensure that recruitment procedures are understood and observed.
• Ensure all national staff personal information concerning employees is kept according to Nigerian data protection law.
• Ensure that all expat staff have the necessary visas, permissions, and work permits to reside and work in Nigeria and that these remain valid and up-to-date.
• Ensure that all staff are aware of their contractual obligations with respect to NCA policies and staff/ACT code of conduct.
• Facilitate the on boarding of national staff
• Ensure guest houses/hotels are booked for staff in approved NCA listed suppliers
• Participate in the recruitment process of national staff as required by senior management.

Legal and Statutory Compliance:

• Follow-up with NCA legal representative on all regulations and compliance as designated.
• Stay up to date with all regulations and national laws in Nigeria.
• Closely work with Head of mission on property leases and other contracts and agreement ensuring it complies with national laws

Health and Safety:

• Take responsibility for Health & Safety issues and – in conjunction with security focal point and adhere to NCA guidelines.
• When requested by the country director, negotiate and manage local insurance policies for staff medical insurance, vehicle insurance.
• Ensure that all staff remain aware of current health and safety issues and procedures.

Information Technology:

• Working with relevant service-providers and/or local staff, ensure that all IT equipment in the office is well maintained with up-to-date software.

Procurement:

• Ensure that all office equipment and stationaries are always available and updated and in line with NCA procurement policy
• Manage and procure through advances where necessary minor office supplies as required.

Capacity Building:

• Willing to participate in capacity building trainings, while also providing similar to other staff
• Ensure staff have right knowledge on NCA as an organisation and stay focused to its mission.
• Supervising and providing line and team management for all office casual staff, volunteers, security guards, etc.
• Please note that anyother responsibilities can be assigned to you as required.

Required Knowledge, Skills, Experience, and Qualification

• Proven experience in managing Finance, HR and administrative functions
• Two years’ experience in similar position
• Good knowledge of relevant Nigerian legislation governing International NGOs
• Fluency in English, additional fluency in Hausa and Kanuri an advantage.
• Good interpersonal skills to establish effective working relationships with all staff within the Trust and key stakeholders externally.
• Able to communicate effectively at all levels within the organisation, including relevant staff working for the NCA.
• GOOD skills with experience of operating computer-based financial management systems. Competent to advanced level in Microsoft Excel.
• Willingness and ability to take the initiative not only in identifying problems but also in suggesting and implementing solutions.
• Willingness to travel and stay in remote areas as required.